Administrative Assistant - Facilities Management

First Baptist Church Of Dallas Texas; Dallas (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

First Baptist Dallas is seeking an Administrative Assistant to support the Facilities Management area. The role involves processing invoices, maintaining budgets, managing vehicle records, answering the main facility line, and coordinating events and space setups.

Strong communication, attention to detail, and multitasking are essential, with 4–5 years of administrative experience and a high school diploma.

Qualifications

• High school diploma required with 4–5 years of administrative assistant experience.
• Strong communication skills and attention to detail.
• Ability to multitask and adapt to changing priorities.
• Proficiency in Microsoft Office Suite, Shelby, and eSpace.
• Excellent customer service and hospitality.

Responsibilities

• Assist in planning, coordinating, and implementing facilities maintenance duties.
• Process invoices, enter credit card charges, and order office supplies.
• Monitor procurement expenses and maintain budget balances.
• Maintain vehicle registrations and maintenance records.
• Answer the main Facility’s telephone and manage messages.
• Coordinate events and larger ministry events as needed.
• Assist with housekeeping coordination and room setups.
• Respond after hours during campus emergencies if needed.
• Ensure safety procedures and standard operating procedures are followed.

Skills

Communication skills

Attention to detail

Multitasking

Microsoft Office Suite

Hospitality

Customer service

Team collaboration

Flexibility

Problem solving

Education

High School Diploma

Tools

Shelby

eSpace

Microsoft Office

Job description

First Baptist Dallas is a thriving church community living for Jesus Christ. We have been serving and doing ministry for over 150 years. First Baptist Dallas was built on the Bible and continues its mission to “Transform the world with God’s Word…one life at a time.”We seek Christ-centered professionals who want to join a team of disciplined and talented superstars committed to working together to accomplish our mission. The Administrative Assistant will provide support to the Facilities Management area.ESSENTIAL DUTIES AND RESPONSIBILITIES:Assist in planning, coordinating, and implementing the duties and responsibilities of the Facilities Maintenance DepartmentMust provide relief duties to the Facilities Office Manager as neededLead in Processing invoices, entering credit card charges, and ordering office suppliesMonitor and report weekly procurement expenses and maintain running budget balancesPartner with the Director of Facilities Management to prepare the annual facilities budgetPartner with the Facilities team lead in Maintaining vehicle registrations and vehicle maintenance recordsComplete paperwork for elevator inspections conducted on an ongoing basisAnswer the main Facility’s telephone and handle calls appropriatelyRetrieve voice messagesMaintain an orderly file systemCollects Facilities mail and distributes as appropriateFunction in an interactive relationship with all other ministries of the church, the church fellowship, and entities/personalities outside the churchAssist the Office Manager with the eSpace system for events and work ordersAssist the Office Manager in coordinating with housekeeping to ensure room setups are cleaned and completedAssist the Office Manager in coordinating larger ministry events (Vacation Bible School, Conferences, Christmas Performances, etc.)Handle Parking issues and schedule with management companies: Parking badge system, validation and ticket issues with members, reconcile monthly validation ticketsSecurity - manage tracking system for physical building keysDisplays leadership in service excellence, exemplifies excellent customer service and creates a positive atmosphereEnsures service requests are completed promptly; coordinates schedules and support with other departments and facility operations, including special activities, emergency service requests, and facility space managementParticipates in the development and implementation of standard operating procedures, safety procedures, and performance standards; identifies and implements opportunities for improved servicesMay be required to respond after hours, including holidays and weekends, in the event of a campus-wide emergencyPerform all other duties assigned by the Director of Facilities ManagementSpiritualFully committed to the Mission and Core Values of First Baptist DallasFully committed to the Senior Pastor, Executive Pastor, and overall church ministryFully committed to biblical Christian principles and teachings professionally and personallyFully committed to demonstrating characteristics that reflect a person of faith and a lifestyle of biblical integrityProfessional & Education (Certifications or Licenses)Embody the Green Team Characteristics and work according to Operating PrinciplesMust have a High School Diploma with a minimum of 4 – 5 years of administrative assistant experience.Must have strong communication skillsMust demonstrate strong attention to detailAbility to multitaskProficiency in Microsoft Office Suite (Word, Excel, Outlook), Shelby, and eSpaceExemplary communication and hospitality skillsAn attitude of service toward othersFlexibility and adaptabilityAbility to process and apply information to various situations/circumstancesConfident yet teachableFocused, self-starter; drivenCapable of independent thinking and learningPhysicalMust be able to sit for long periods of timeMust be able to lift up to 10 poundsAbility to work effectively using a personal computer for long periods of timeTO APPLY FOR THIS POSITION:Click on “Apply On Company Site”Select “Sign In” in the top right corner of the pageCreate an accountUpload your resumeComplete ALL sections and answer ALL questions within each step of the processSubmit your application